PFLC External Educator Guide V1.2.2

1. Sign in

Open PFLC External Data Collection.
Enter the email address PFLC has on file for your External Educator access.
Select Send verification code.
Enter the six-digit code sent to that email address.
Select Verify and continue.

After a code is sent, the email address stays fixed for that verification attempt. Use Use Different Email if you entered the wrong address, or Resend verification code if you need another code.

Your verified External Educator identity controls the records and assessment data available to you. Do not share verification codes.

2. Start in Assessment Data Collection

Assessment Data Collection is the primary V1.2.2 workspace for selecting or creating the Class/Group and External Student context used for assessment entry.

The separate Set Up Classes & Students page remains available for compatibility when PFLC specifically directs you to use it, but it is not required before opening Assessment Data Collection.

Your verified External Educator identity remains the authority for which Classes/Groups, External Students, Organizations/Sites, and assessment options you can access.

3. Organization/Site is optional

Organization/Site provides context when one is available, but it is not required in order to continue to a Class/Group, Student, or assessment.

If no Organization/Site is available, the field remains unavailable and you can continue with your authorized Classes/Groups.
If exactly one Organization/Site is available, PFLC selects it automatically.
If more than one Organization/Site is available, select the appropriate one to narrow the already-authorized Class/Group choices.

A Class/Group may be valid without an Organization/Site. Your authorized Class/Group assignments remain the controlling access boundary.

4. Assessment Data Collection workflow

Assessment Data Collection follows seven steps:

Step 1: Educator

Confirm the External Educator information loaded from your verified session. You do not select or enter a different educator identity.

Step 2: Organization/Site

Use the Organization/Site context when one is available. If none is available, continue to Class/Group.

Step 3: Class/Group

Select an authorized Class/Group or use the available Create/Edit controls when you need to manage an External Class/Group record. Assessment availability for the Class/Group controls which assessment choices appear later in Step 7.

Step 4: Student

Select an authorized External Student or use the available Create/Edit controls when appropriate. The student field uses Anonymous Student Name / Code rather than a full student name.

Step 5: Required Fields

Complete the required student and instructional context. PFLC calculates Assessment Grade Level from the Class/Group and date context. Grade Override Reason remains hidden unless you change the calculated Assessment Grade Level.

Assessment Period/Window and Assessment Date are not selected in Step 5. They belong to Step 7 with the assessment scores for that period.

Step 6: Helpful Information (Optional)

Enter optional instructional or contextual information when it is known. These fields are helpful for interpretation and analysis but are not prerequisites for opening Step 7.

Step 7: Assessment Data Entry

Step 7 shows only assessments allowed for the selected Class/Group.

If exactly one concrete assessment is available within a category, PFLC selects it automatically.
If more than one concrete assessment is available, select from only the allowed choices.
Applicable periods are shown within Step 7 using the server-authorized timing for the selected assessment.
Universal, TOWRE-2, WIAT-4, Accuracy, Summer, and Phonological assessment families use period-owned entry sections when applicable.
5-6 PA, GRTR, PASS, and PAST use Fall, Winter, Spring, Summer Initial, and Summer Final.
Summer-specific assessments use separate Summer Initial and Summer Final sections.
AP Benchmark is an Anytime assessment and uses one AP Benchmark entry surface instead of seasonal period sections. Before AP instruction begins, Initial Screening or Not Started represents zero completed AP schedules and loads all active AP Benchmark items. After instruction begins, AP Benchmark uses the most recently completed AP Schedule.
For 5-6 PA and GRTR, enter the Assessment Date before age-eligible inputs load.
Each period has its own Assessment Date and its own score fields.
Each Universal period is collapsible and starts collapsed.
Required benchmark or composite measures appear as the primary measures for the period.
Progress Monitoring, diagnostic, optional, and supplemental measures appear under Additional Measures when applicable.
Previously Submitted Assessments appears in Step 7 below the Assessment Availability guidance and starts collapsed.
When a saved assessment already exists for a period, PFLC reloads its saved Assessment Date and results into that period.
Save the applicable period from its own Save control after reviewing its date and scores.

V1.2.2 does not ask you to choose an Assessment Tool Default or Administration Purpose in Step 7. Class/Group assessment availability and the selected assessment determine the valid protocol.

5. Previously submitted assessments and duplicate warnings

Expand Previously Submitted Assessments in Step 7 when you need to review existing history. If PFLC identifies a possible duplicate while saving a period, review the warning carefully. When you intentionally correct an existing assessment, use the offered replacement option rather than creating an unnecessary second event.

After a successful replacement, PFLC keeps one authoritative assessment event for that duplicate identity and reloads the saved result.

6. Report a problem

Authenticated External Setup and Assessment pages include Report a Problem. Use it when something is not working, data appears incorrect, or you have an access issue.

Do not put student names, student scores, passwords, verification codes, or other confidential information in the problem description.

7. Sign out

Use Sign Out from External Home or External Setup when you are finished. Signing out ends the current PFLC External session.

8. Data and privacy reminders

Use PFLC External Data Collection only for records you are authorized to access.
Use the approved Anonymous Student Name / Code for External Students.
Do not place credentials, verification codes, or confidential student details in problem reports.
If information does not look correct, stop and verify the selected Class/Group and External Student, plus Organization/Site when one is available, before submitting assessment data.

Return to PFLC External Data Collection

Assessment Data Collection

Why PFLC asks for these values

PFLC uses the information entered for the student, Class/Group, instructional schedule, and assessment to place assessment results in the correct instructional context. These values help PFLC understand not only how a student performed, but also the student's age, instructional starting point, program progress, and the amount of instruction the student had the opportunity to receive before the assessment.

Birth Month and Birth Year: When both are available, PFLC uses them with each Assessment Date to calculate the student's age at the time of that assessment. If Birth Month and Birth Year are not available, Student Age During Assessment is entered for the assessment instead.
Grade at AP Start: Records the student's instructional grade when intervention began and establishes the student's instructional starting baseline.
AP Intervention Start Date: Establishes when intervention began. PFLC uses the intervention start date with the Class/Group instructional schedule and Assessment Date when estimating cumulative instructional exposure.
Meeting Days per Week and Minutes per Meeting: Describe the planned Class/Group instructional schedule. Together with the intervention timeline, these values allow PFLC to estimate how much instruction should have been available before an assessment.
Assessment Date: Identifies when the assessment was administered. Assessment Dates belong to the individual assessment period or event in Assessment Data Entry. PFLC uses the date when calculating assessment-time age and cumulative instructional exposure.
Student Absences: Records missed instructional opportunities so the instruction estimate can better reflect instruction actually received rather than assuming every scheduled meeting occurred.
Planned Non-instructional Days: When entered, these identify scheduled days when normal instruction did not occur and further refine the instructional-exposure estimate.
Make-up Instruction Minutes: When entered, these account for instruction that was provided later to replace missed instructional time.
Assessment Grade Level: PFLC derives the expected assessment grade from the selected Class/Group and its school-year context. Assessment Date does not independently calculate this grade. Change the grade only when the student was actually assessed at a different grade level.
Grade Override Reason: When the calculated Assessment Grade Level is changed, the reason explains why the student's actual assessment grade differs from the Class/Group-based calculation.
Program progress: Values such as Highest Completed AP Schedule or Highest Completed Sound Case Lesson show how far the student had progressed through instruction at the time of the assessment. This allows assessment results to be viewed alongside both instructional time and instructional content completed.

Together, these values help distinguish planned instruction from instruction actually received so student growth can be interpreted in relation to instructional exposure rather than assessment scores alone.